Schools Cash Office How to import Pre-admissions into ... · In SCO, click on the Configuration...

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How to import

Pre-admissions into

Schools Cash Office

Schools Cash Office

Income Administration Software

Schools Cash Office

How to Import Pre-Admissions 1 April 2017

CONTENTS

1. ABOUT THIS DOCUMENT ........................................................................................ 2

2. IMPORT PRE-ADMISSIONS DATA – PRE CHECKS ....................................................... 2

2.1 Check what IDs are used for existing Pupils in SCO (all schools)........................ 2

2.2 Configure Pupil ID and verify Default year group for imports in SCO ................... 3

2.3 Schools that use the Online Payments Cashless link .......................................... 4

2.4 Check if you use the SIMS dynamic link (all schools) .......................................... 4

2.5 Change the link settings in SCO (SIMS Dynamic Link schools) ........................... 5

3. CREATE PUPIL DATA REPORT FOR PRE-ADMISSIONS IN YOUR MIS SYSTEM ................ 6

4. IMPORT PRE-ADMISSIONS INTO SCO ...................................................................... 9

4.1 Re-configure the SIMS Dynamic Link settings in SCO – (SIMS Dynamic Link

schools only) ...............................................................................................................10

5. WHAT HAPPENS IN SEPTEMBER? ......................................................................... 10

5.1 Importing pupil data using the SIMS Dynamic Link .............................................10

5.2 Reset the SIMS Dynamic Link to run on start-up of SCO (SIMS Dynamic Link

users only) ..................................................................................................................11

5.3 Importing pupil data using the csv file .................................................................12


1. About this document

IMPORTANT: This document is specific for users of SCO version 2.3 and SCO version 2.4.

To check which version of SCO you are currently using:

Log into Schools Cash Office as the Administrator user.

Go to Income tab.

Glance at the left-hand corner of the Status Bar (at the bottom of the screen).

Note: ensure that the screen is fully maximised.

Your latest version will be shown as follows:

2. Import Pre-admissions data – pre checks

Importing pre-admissions is optional and should only be done if you require new pupil data

in SCO before they have been admitted in your MIS (i.e. before the year end roll over). For

example, you may wish to record uniform sales for new starters. There will be additional

steps to follow on the first day of term to ensure that pupil records are not duplicated, so only

import pre-admissions if you wish to record income for these pupils before September.

You will need to generate a report from your MIS system with details of the pre-admissions,

you may need to contact your MIS support for assistance in creating this report.

If you require to import pre-admissions for pupils to top up cashless catering online it’s

important that you read section 2.3 below.

2.1 Check what IDs are used for existing Pupils in SCO (all schools)

IMPORTANT: before proceeding you need to establish which Pupil ID you use in Schools

Cash Office, this will be UPN, Admission Number or MIS ID.


For example:

UPN e.g. X123456789123

Admission No e.g. 001234

Admission No e.g. 1234 (without leading zeroes)

MIS ID e.g. 6789

To check the Pupil ID in use:

Click on the Accounts tab

Look at the number in the Pupil ID column

Make a note of the Pupil ID type used in SCO: ________________

2.2 Configure Pupil ID and verify Default year group for imports in SCO

You will need to set Pupil IDs before further imports.

In SCO, click on the Configuration tab.

Select System Options.

On the General tab select the Pupil ID you wish to use from the Pupil ID field used

for imports (this is the ID you made a note of above).

You can also set your Staff ID from here.

Verify Default year group for imports.

This setting is particularly important when importing Nursery pupils and allows you to nominate a Year outside of Y0 (reception), Y1 and Y2 to exclude the Nursery from the Universal Free School Meals eligibility. You can enter your preferred Year for Nursery or leave it as 15. For example: Infant schools, enter 3 Junior schools, enter 7 Any other schools, leave as 15

Click Done.


2.3 Schools that use the Online Payments Cashless link

IMPORTANT: If your school uses Tucasi online payments to top up your cashless system

you will need to carefully read this section. If pre-admissions are imported into Schools Cash

Office without a Pupil ID then parents will NOT be able to top up their child’s dinner account.

Depending on which Pupil ID you wrote down in section 2.1 please read the relevant section

below:

Pupil ID Action

MIS ID When a pre-admission is added to your MIS system a MIS ID

number is generated. For example, in SIMS.net this is called

Person ID. You should be able to generate a report for pre-

admissions using this ID.

Please contact your MIS support for assistance.

UPN When pre-admissions are entered into your MIS, the UPN number

should also be entered. When the UPNs are added you should be

able to generate a report in your MIS containing details of the pre-

admissions and their UPN.

Admission Number Admission numbers are not generated until the first day of the new

academic year. If you import your pre-admissions with no Pupil ID

parents won’t be able to top up the cashless account online. The

solution is to change the Pupil ID in both Schools Cash Office and

your cashless system.

Please contact Tucasi support for assistance 0844 800 4017.

2.4 Check if you use the SIMS dynamic link (all schools)

IMPORTANT: if you are licensed to use the SIMS Dynamic Link, and use UPNs or

Admission Numbers as Pupil IDs in SCO, you must turn the auto-import off before you

proceed. This needs to be done on all computers configured for auto-import. Furthermore,

temporarily turn the pupil import to csv on the computer used for the pre-admissions

import. (Refer to section 2.5 below for details).

If you use UPNs or Admission Numbers there will be additional steps to follow on the

first day of term to avoid duplicate pupils.

For SIMS Dynamic Link users: once you have imported and updated the Pupil ID on the first

day of term the auto-import can be switched back on.

If you use the SIMS Dynamic Link refer to section 2.5

If you don’t use the SIMS Dynamic Link refer to section 3


2.5 Change the link settings in SCO (SIMS Dynamic Link schools)

Before you proceed with the import of pre-admissions into SCO you must turn off the auto-

import on the SIMS Dynamic Link. This needs to be done on all computers configured for

the auto-import. To adjust this setting:

In SCO, click on the Configuration tab, then select Import from external system.

Click on Import configuration.

Select Setup auto import.

Check if “Pupil import” is set to run on start-up of SCO, as below:

If it is, select the line saying “Run Pupil import on Start up SCO” and click on Remove

from auto import.

Repeat the above steps and remove any other auto-import tasks, e.g. Pupil contact

import.

Click OK twice.

IMPORTANT: remove this setting from all the other computers configured with the SIMS

Dynamic Link.

Next, temporarily turn the pupil import to csv on the computer you wish to use for the pre-

admissions import.



Select CSV file from the Data source drop-down next to the Pupil import type.


Click on OK and then Close.

3. Create pupil data report for Pre-admissions in your MIS system

A report containing the following separate fields needs to be generated for all Applicants,

and saved (from Excel) as a CSV (comma delimited) file.

Forename

Surname

Date of Birth

Year Taught In

Reg Group

Address Line

Either UPN, Admission Number or Person Id (this should match the Pupil ID you

wrote down earlier)

Depending on which Pupil ID you are using will determine how you will complete this process

and what actions, if any, you need to take in September.

Please refer to the table over the page.


Existing Pupil

IDs in SCO

(view on

Accounts

screen)

Pre-

admission

IDs to be

used in the

MIS report

Caption to be

used in the MIS

report

Important notes

UPN

e.g.

X123456789123

UPN UPN The values may not be available in MIS

as yet. You can import blank UPNs at this

stage and update them in SCO at the start

of the new academic year.

For more details on how to update blank

IDs refer to section 5

SIMS Dynamic Link users - you must turn

the auto-import off before you proceed.

Admission

Number

e.g.

001234

or 1234 (without

leading zeroes)

Admission

Number

AdmissionNumber As the values will not be available in MIS

before the first day of the new academic

year, you can import blank Admission

Numbers. You will update them in SCO

later.

For more details on how to update blank

IDs refer to section 5

SIMS Dynamic Link users - you must turn

the auto-import off before you proceed.

ID

e.g.

6789

Person Id PupilID In SIMS.net, Person Id becomes MIS ID

when pre-admissions have been

admitted.

In SIMS.net, the ID / Person Id fields are

only available to users who are part of the

Third Party Reporting group. If

appropriate, you may wish to ask your IT

department to add you to this group.

SIMS Dynamic Link users – you do not

need to change the settings.


When you create the report in your MIS system you will need to change the caption of each

field so the csv file has the correct headings for importing into Schools Cash Office. Change

the captions as specified below:

IMPORTANT: you should not have all three Pupil ID fields in your report, you should have

either UPN, AdmissionNumber or PupilID.

Once you have created your csv file it should look like the following:

Forename Surname Date of Birth

UPN or

AdmissionNumber or

PupilID

Year

Taught

In

Reg

Group Address Line

John Smith 01/01/2006 Use the relevant field

heading

UPN e.g. X123456789123

Admission No e.g. 001234

ID e.g. 6789

0 PreAdmissions 1 High Street,

Anytown, AB1

2CD

Select File, Save As, select a suitable folder location (make a note of the location) and

enter a filename, for example SCO PreAdmissions 2017.

In the Save as type field, select CSV (Comma delimited) or CSV (MS-DOS). Click on

Save. Click Yes when prompted.

IMPORTANT: Check the csv file carefully to ensure that the data is correct and

that the Pupil ID matches that currently used for pupils in SCO, unless blank.

Close the file and exit Excel. Click No when prompted.

Field Caption

Legal Forename Forename

Legal Surname Surname

Date of Birth Date of Birth

Choose either UPN or

Admission Number or

person_id (choose this if you are using ID for

your existing pupils in SCO)

UPN

AdmissionNumber

PupilID

Year Taught In Year Taught In

Registration Group Reg Group

Home Address Line Address Line


Note that subsequently opening the csv file to view or change information may cause loss of

data. If amendments are required, do not open and amend this file – run the report again

in SIMS, make the required changes and re-save the file in csv format.

4. Import Pre-admissions into SCO

In SCO, click on the Admin tab.

Select End of academic year.

Select Pupil import.

Browse and select the SCO PreAdmissions 2017 CSV file you saved in section 3.

A window will be displayed summarising the actions taken.

Carefully review the Data discrepancies screen to ensure no duplicates are imported.

For any pre-admissions with no Pupil ID, tick Allow blank pupil ID, then click Re-scan data.

Click Confirm.

Click Close.

For schools that use the SIMS Dynamic Link please refer to section 4.1

For schools that don’t use the SIMS Dynamic Link please refer to section 5


4.1 Re-configure the SIMS Dynamic Link settings in SCO – (SIMS Dynamic

Link schools only)

You can now re-enable pupil imports via the SIMS link.



Select SIMS dynamic link from the Data source drop-down next to the Pupil import

type.

Click OK and then Close.

IMPORTANT: do not Setup auto import at this stage. This can only be done in September

once you have followed the steps in section 5.

5. What happens in September?

On the first day of the new academic year you will need to import from your MIS all your

pupils on roll. This will change the class and year of any existing pupils and will assign the

correct class to the pre-admissions you imported earlier on in the year.

For schools that use the SIMS Dynamic Link please refer to section 5.1

For all other schools please refer to section 5.3

5.1 Importing pupil data using the SIMS Dynamic Link




In case of discrepancies, a Data discrepancies screen will appear to ensure no duplicates are imported. IMPORTANT: if you previously imported pre-admissions with blank Pupil IDs, tick Merge with existing pupil without ID and click on Re-scan data.


Click Confirm.

Click Close.

5.2 Reset the SIMS Dynamic Link to run on start-up of SCO (SIMS Dynamic

Link users only)

If SIMS Dynamic Link was previously set to auto-import pupil data on start-up of SCO, but

subsequently turned off to import pre-admissions data (as described in section 2.4), you can

now reset this option.



Select Setup auto import.

Ensure that “Pupil import” is set to run on start-up of SCO, as below.

Click on Add to auto import.

The task will appear in the

white part of the window.


Repeat the above steps if you wish to add any other tasks to auto-import, e.g. Pupil

contact import. Note: ensure that Pupil Contact import runs after the Pupil import.

Click OK twice.

5.3 Importing pupil data using the csv file

Unless you have a suitable report definition saved from last year / previous term / SCO

installation, a report containing the following separate fields for all pupils needs to be

generated and saved (from Excel) as a CSV (comma delimited) file.

IMPORTANT: the generated report must contain all the mandatory fields listed below with

exact field names as indicated. You may need to manually rename or merge fields in Excel if

your MIS system does not automatically generate the required fields. For example, you may

need to merge separate fields for “address” and “postcode” into an “Address Line” field

(search Help in Excel for instructions on how to concatenate fields).

NB The column label for the pupil ID MUST match Pupil ID field set for imports in SCO

Mandatory fields: Optional fields:

Forename Notes

Surname Gender

Date of Birth Alias Account Number (if used by the cashless catering link)

Either UPN or PupilID or AdmissionNumber (this needs to match the Pupil ID field used for imports, as you wrote down in section 2.1)

Year Taught In

Reg Group

Address Line

Eligible for Free Meals

PupilPremiumIndicator (2.4 schools only)




Browse and select the SCO Pupil Data CSV file you saved as above.


A window will be displayed summarising the actions taken.

Review the Data discrepancies screen to ensure no duplicates are imported. IMPORTANT: if you previously imported pre-admissions with blank Pupil IDs, tick Merge with existing pupil without ID and click on Re-scan data.

This is important as it will ensure no duplicate pupil records are created.

Click Confirm.

Click Close.

Support

If you have any queries when importing pre-admissions please contact:

Tucasi Customer Support

Email: [email protected]

Telephone: 0844 800 4017

mailto:[email protected]

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